Head of Administration Full Time NEW

Overview

We are seeking a seasoned Head – Facilities Maintenance & Admin with 10–15 years of experience to lead the upkeep and administrative excellence of our nationwide logistics network. This role focuses on the quiet dependability of our infrastructure, ensuring that our high-security hubs, corporate offices, and specialized vaulting facilities remain in peak operational condition through proactive maintenance, hygiene management, and strict administrative oversight.

Key Responsibilities

1. Facility Maintenance & Upkeep

• Preventive Maintenance Governance: Direct the execution of daily, weekly, monthly, and annual preventive maintenance (PM) plans for all electromechanical systems, including DG sets, UPS systems, HVAC (Ductless/Central), and fire-fighting installations to ensure zero breakdown.
• Hygiene & Housekeeping Excellence: Institutionalize rigorous housekeeping checklists for all branches, covering deep cleaning of office interiors, terraces, and peripheral areas to eliminate dust and garbage accumulation.
• Specialized Infrastructure Support: Oversee the functional upkeep of high-security vaulting infrastructure, ensuring biometric readers, and alarm systems are maintained in accordance with audit requirements.
• Restoration & Repairs: Manage timely restoration of facility defects, such as repairing plumbing leakages, fixing electrical fixtures, and addressing structural maintenance issues.

2. Administrative Operations & Budgetary Control

• Vendor & SLA Management: Manage relationships with facility management agencies and specialized service providers, ensuring 99% serviceability across all locations and strict adherence to defined SLAs.
• Administrative Budgeting: Direct the procurement and maintenance of office assets (furniture, IT hardware, pantry supplies) while ensuring all spending complies with the company’s Authorization Matrix.
• Consumables Inventory: Maintain an uninterrupted supply of essential housekeeping and pantry consumables, ensuring branches never face shortages of cleaning materials or hygiene products.

3. Safety, Statutory Compliance & Audit

• EHS & Fire Safety: Implement and monitor Fire & Safety protocols, including the routine inspection and refilling of fire extinguishers, maintenance of smoke detectors, and coordination of staff fire procedure training.
• Statutory Adherence: Ensure 100% compliance with local labor laws, Shop and Establishment certificates, and municipality permits across all regional offices.
• Audit Readiness: Maintain comprehensive, audit-ready registers and logbooks for all maintenance activities, utility billing, and statutory documentation for a minimum of four years.

Key Requirements

• Experience: 10–15 years of progressive experience in Facility Management and Administration, with a heavy focus on multi-site maintenance and upkeep.
• Industry Expertise: Proven track record in managing facilities for high-security environments, such as Secure Logistics, Banking, or Pharmaceuticals, where upkeep is directly tied to risk mitigation.
• Technical Knowledge: Deep understanding of electromechanical system maintenance (UPS, HVAC, DG sets) and statutory compliance frameworks.
• Leadership & Bias for Action: Demonstrated ability to institutionalize processes across a decentralized network and resolve administrative bottlenecks on a “war footing”.

Preferred Qualifications

• Education: Graduate with Facilities Management certifications preferred